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How to conduct a job analysis effectively?

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A job analysis is a process used to gather information about the tasks, responsibilities, skills required, outcomes and working environment of a particular job. To create a job description, which is the common result of job analysis, you need as much data as possible.

If you lack essential information, you may end up paying an employee incorrectly, which would lead to employee dissatisfaction or hiring someone who does not have the essential skills to do the job. The job analysis analyzes the responsibilities of a job down to the essential functions necessary for the proper execution of the job. The job analysis is useful to get an overview of the basic requirements of each job.

Work center analysis also allows you to create recruitment and hiring plans, publish jobs and announcements, and plan performance development within your performance management system. Work center analysis is a practical tool that you can use to complete each of these work success processes.

How to conduct a workplace analysis

Some activities will help you create a successful workplace analysis. The work center analysis can include the following activities:

1. Review the professional responsibilities of current employees. It is important that you ask the employees who do the work that they do every day in their workplace. Often, HR and management (especially senior management) have no idea of the day-to-day functions of a particular position. They can see the results, but they have no idea of the workflows and behaviors of the employee who produces them.

If you are asked to list your current responsibilities for workplace analysis, you should be careful with the information you provide. Don’t just say that you “produce monthly reports”. Let’s say you “collect data from six different departments, check the accuracy of the data with a customized access tool that I created and maintained, and so on”. If you omit the details, they may think that your report is generated by a button that you press once a month to produce.

Make sure you have described your daily tasks in enough detail so that your company can hire a newly qualified employee who can do the job properly.

2. Conduct internet research and consult examples of online or offline job descriptions that highlight similar jobs. Although you never want to copy another company’s job description, it makes sense to consult several of them when writing your own job descriptions.

For examples of job descriptions, see “Sample Job Description” or view job offers for jobs currently being posted by companies. You can also visit LinkedIn to see how people describe their performance in a job.

You can also view job descriptions on websites such as All this research can help you understand how to formulate job analysis and remember tasks and responsibilities you may have forgotten.

3. Analyze the tasks, tasks, and responsibilities that the employee occupying the position must fulfill. Not all positions within an organization are optimized. You may find tasks that are not performed or projects that you should move from one department to another. You may discover tasks that another job would make easier and more successful for you.

When performing a work analysis, consider the needs of the organization and any unallocated or illogical responsibilities. Then work with management to include the appropriate tasks in the job analysis.

4. Research and exchange with other companies that have similar jobs. Sometimes companies like to share information about their work descriptions. There are also wage survey companies where you can adapt your jobs to their descriptions and exchange wage information. But they can also help you determine what to include in your own job descriptions.

5. State the most important results or contributions required by the position. Sometimes you are so busy with tasks that you forget to look at the results you need. For example, if it is the report that is required, the entire data collection and review is worthless without the final analysis and report.

Sometimes you can identify gaps in your organization and find a way to fill them through workplace analysis. Tasks are not assigned to employees who are to be performed, for example. Or, a job involves more tasks than a person can perform.

The more information you can gather, the easier it will be to find the actual job description. You don’t have to worry about the beauty of the language. Above all, they want a functional job description. Make sure it is clear and concise. Ask yourself the question: “If someone else were to read this, would they know what the person is actually doing in this position?


Do not move the writing of work descriptions. You will find them invaluable if you check salary and remuneration at the time of recruitment and promotion and if you assess whether a job meets the overtime leave criteria or not. It is an effective communication tool that you can use with employees to make your expectations clear.

Read below blog posts for more info;

Why it’s important to have a recruitment system —

What features should be there on an effective recruitment system? —

15 New recruitment trends to implement in 2019 —

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